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JOB PURPOSE    

Manages the forecasting and reporting of event registration for Mary Kay’s annual Leadership, Career Conference and Seminar, ensuring accuracy. These forecasts are in turn used to establish capacity/seating, food and beverage forecasts, staffing needs and budget planning. Partners with Finance ensuring accurate records for all registration fees and transactions. Oversees and manages compliance of Americans with Disabilities Act requirements, including all requests from the independent sales force and onsite management of such requests. Manages all Spanish translation requests, interpreters and management of translation equipment.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES     

1.     With approval from Director, develops strategic forecasts of sales force attendees for all events including Leadership, Career Conference and Seminar. This includes understanding and referencing historical documentation, as well as partnering with Forecasting and Analysis to ensure accuracy in determining expected sales force counts and accounting for any planned promotions or contests impacting these forecasts. Utilizes these forecasts in order to establish capacity/seating requirements, food and beverage forecasts, staffing needs and budget planning. Participates as a major contributor in the budget planning process for all events by providing projected forecasts for expected registration fees based on forecasts of sales force attendees.

2.     Ensures compliance of Americans with Disabilities Act requirements at all Mary Kay events. Manages communication of requirements between Mary Kay and outside companies including production companies, decorators and venues. Works independently to negotiate and schedule vendors to provide services for interpreting and captioning while also managing vendor partnership throughout entire event ensuring all requirements are met.

3.     Solely responsible for managing all requests from the sales force for special assistance for each event, including the provision of sign language interpreters, closed captioning, wheelchairs (onsite/own), visual impaired/blind, listening devices, service animals and special meals requests. In partnership with IST, gathers information to compile reports and contacts independent sales force members and vendors to verify and confirm the special assistance requests ensuring accuracy. With approval from the Manager of Registration, manages seating areas for ADA, VIP and any other special requests.

4.     Manages all Spanish interpretation needs for Leadership, Career Conference and Seminar. Selects and contracts professional interpreters based on budget and priority of event. Independently verifies interpreter certification with certification authority. Coordinates the provision of scripts for on-stage activity and for independent sales force-taught classes. Makes travel arrangements for interpreters. Provides a detailed schedule for each interpreter and maintains vendor and interpreter contact throughout entire event.

5.     Develops, maintains and records registration daily totals, monies received, cancellations, refunds, etc.  Compiles, verifies and maintains accurate daily totals for all event registration. Provides registration information to department Vice President of Events, other executives and Finance department, along with other Mary Kay personnel, on a daily basis.   

6.     Balances registration monies received on a daily basis, verifying figures against registrations. Records daily receipt of money orders, credit card debits by mail and online, and refunds through Vax and internet, providing this information to Finance on a monthly basis. Partners with Finance to ensure that large volumes of deposit and refund transactions are properly recorded or disbursed.   

7.     Schedules and manages all registration and seating onsite staff volunteers including scheduling, training, and directing their responsibilities.

8.     Travels to Leadership, Career Conference and Seminar to coordinate onsite registration activities including assisting with the supervision of volunteer employees.  Oversees and coordinates registration at Career Conference city site by directing the activities of onsite registration staff, monitoring the receipt and transit of registration fees and resolving registration problems.

9.     Partners with the IST department in planning event reports needed for Leadership Conference, Career Conference and Seminar. Manages and coordinates all financial tracking reporting with IST ensuring accurate information is reported.

10.  Prior to each event, works independently to set up event codes, dates, goals, capacities and fees in the Vax and online registration systems.

KNOWLEDGE, SKILLS AND ABILITIES    

Education 

Bachelor’s degree with concentration in Event and Meeting Planning and/or Certified Meeting Planner designation, plus

 

Experience

3+ years of experience in meeting planning and coordination for a corporation or association.

 

1.     Must be knowledgeable of all aspects of American Disabilities Act requirements ensuring compliance at all Mary Kay events.

2.     Must have excellent organizational and planning skills with an attention to detail.

3.     Requires the ability to manage competing priorities and the ability to successfully multi-task.

4.     Must have good judgment and decision making skills.

5.     Requires excellent interpersonal communications skills to negotiate, persuade and directly influence others.

6.     Problem solving skills and the ability to communicate with diplomacy and tact when interfacing with internal and external clients is critical to this role. 

7.     Must possess cooperative interpersonal skills to work well with and for others within the department and Company and to work with vendors, contractors, etc.  Requires the ability to lead Volunteer Mary Kay staff at events.

8.     PC skills are required, including proficiency with Word, Excel and Outlook.

9.     Requires domestic travel approximately 25% of the time.

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